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While a few association events can be held without spending a dime, most will require that you
spend money. Here are a few ways to get money needed for a successful event. This is not an
exhaustive list. Please pass along any other ideas for raising funds to other regional presidents
via the listserv.
Dues and how to encourage people to pay them — Solicitation and payment of dues is
crucial to your organization. The people benefiting from regional events should help fund them.
Most organizations charge dues. This means that association members probably will not be hostile
toward paying them.
When and how much? — Dues letters should go out when you need money. The timing differs
among regions. Many regions collect dues annually, several regions collect once every three
years, but members should be paying dues more frequently if your region actually wants to hold
events. As to the amount, some regions ask for $15-20 per year from recent graduates (less than
five years), $25-30 from older alumni – see later in appendix (page 24.)
Event fees — As a regional association, you have to recoup your costs. To help accomplish this,
many regions charge for specific events. This is acceptable and even expected. People are used
to paying for activities. However, be careful you aren’t pricing some people out of the market.
Will young alumni pay $40-50 for a dinner event? Many regions report no; consider a reduced
rate for younger alumni at some of the more expensive events.
Hard numbers
“Whenever we’ve planned an event, the costs have been greater than the income from
participants. For example, last year’s annual gathering cost us $697.00 but we only took
in $464.00. That’s because I planned for 50 people, based on the prior year’s turnout,
but we only got about 37 or so, so we overspent on food. The first year we took in
$677.00 in dues, but last year it was only $385.00. So, while the first year was great, last
year interest seems to have dropped off. The challenge is how to keep people interested
so they will continue to support the association.”—Cassie Polhemus ’84 (Northern
Vermont) |
Donations — Alumni in your region are likely at very different stages of their lives. Some recent
grads may have staggering law-school debts, while other alumni might easily donate $500 per
year. If you ask for $25 per year, you may get just that, but if you ask for donations, you might
get substantially more.
Managing money — Half the battle is getting the money, the other half is spending it only
when you must. Consider the following:
- Paying for postage to promote an event is typically the biggest cost to the association.
- Appoint a treasurer. You have no chance at managing your money if you don’t know where
it is and how much you have at all times. The Alumni Relations office currently handles a
few association accounts, but this is not ideal. Your best bet is to open a checking account
with a local bank.
- Use Evite.com and the listserve when possible. This will save you a lot of money.
- When you send actual mailings, combine topics to save on paper and postage. Consider
printing on both sides.
- Use connections to get donations (venues, food, printing, etc.)
- Whenever possible, buy in bulk. Also, know what you have left over from previous events.
Paying for napkins isn’t necessary if you still have 500 from last year’s picnic.
- On large expenditures it is possible to receive a tax free benefit by having Williams directly
pay a service provider. The RA must then be prepared to reimburse Williams. Contact Rob
Foehl at Alumni Relations: 413-597-4056.
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